BACKGROUND:

Matrix Solicitors Ltd Trading as Matrix Solicitors understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

  1. Information About Us

Matrix Solicitors Limited, Company Registration Number: 7470837 Registered Office: Normanton Business Centre, 258 Normanton Road, Derby, DE23 6WD. A list of Directors is available for inspection at the Registered Office.

Matrix Solicitors is regulated by the Solicitors Regulation Authority (SRA NO: 544893).

VAT number: 814 037654

Data Protection Officer: Matrix Solicitors Ltd

Email address: [email protected]

Telephone number: 01332 363454

Postal Address: Normanton Business Centre, 258 Normanton Road, Derby, DE23 6WD

  1. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

  1. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

  1. What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

  1. a) The right to be informed about our or collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
  2. b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
  3. c) The right to have your personal data rectified if any of your personal data held by usis inaccurate or incomplete. Please contact ususing the details in Part 11 to find out more.
  4. d) The right to be forgotten, i.e. the right to ask usto delete or otherwise dispose of any of your personal data that we have. Please contact ususing the details in Part 11 to find out more.
  5. e) The right to restrict (i.e. prevent) the processing of your personal data.
  6. f) The right to object to ususing your personal data for a particular purpose or purposes.
  7. g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask usfor a copy of that personal data to re-use with another service or business in many cases.
  8. h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

  1. What Personal Data Do You Collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us:

  • Name;
  • Date of birth;
  • Gender;
  • Address;
  • Email address;
  • Telephone number;
  • Business name;
  • Job title;
  • Profession; and
  • Payment information.
  1. How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for one of the following purposes:

  • Providing and managing your account.
  • Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
  • Personalising and tailoring our services for you.
  • Communicating with you. This may include responding to emails or calls from you.
  • Supplying you with information by email or post that you have opted-in to (you may unsubscribe or opt-out at any time by notifying in writing.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

  1. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Subject to any agreement to the contrary at the conclusion of your matter we shall:

  • (a) At your request return to you any documents to which you are entitled;
  • (b) After completing the work, we will be entitled to keep all your papers and documents while there is still money owed to us for fees and expenses.  We will keep our file of your papers for up to 6  years, except those papers that you ask to be returned to you. We keep files on the understanding that we can destroy them 6 years after the date of the final bill. We will not destroy documents you ask us to deposit in safe custody.
  1. How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.

We use specific contracts with external third parties that are approved by the European Commission for the transfer of personal data to third countries. These contracts ensure the same levels of personal data protection that would apply under the GDPR. More information is available from the European Commission.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • To ensure your data is safe and secure using encrypted back u systems..
  1. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to one important exception.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

We may sometimes contract with the following third parties to supply services to you on our behalf. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold.

  • If we consider it necessary to engage on your behalf any expert or other professional adviser we shall normally consult you before making any appointment in order to discuss the person, firm or company to be appointed and the scope of their retainer. We shall not be responsible for the services provided by such expert or adviser engaged on your behalf.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

  1. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 28 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of progress.

  1. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Date Protection Officer):

Email address: [email protected].

Telephone number: 01332 353454.

Postal Address: Normanton Business Centre, 258 Normanton Road, Derby, DE23 6WD.

We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on https://matrixsolicitors.co.uk/terms.php or from the above mentioned Registered Office

This privacy policy is effective as of 25 May 2018.

Regulatory Information

Matrix Solicitors is required to provide in a prominent place on its website, its Solicitors Regulation Authority number and the Solicitors Regulations Authority’s digital badge. Matrix Solicitors Regulation Authority number and its digital badge is published on the Matrix Solicitors website.

Matrix Solicitors letterhead emails must show the Solicitors Regulation Authority’s authorisation number and the words “Authorised and Regulated by the Solicitors Regulation Authority”. Matrix Solicitors letterhead and email correspondence and shows this information in the footer of both formats.